Adding and editing line items on an invoice
When looking at a client's open invoice, you can either add charges, appointments, or credits to it which will affect the invoice's total.
This section of our documentation will go over how you can add each of those elements as well as how you can edit them once they are on the invoice. Click the links below to jump to the section of this documentation where we discuss those specific elements:
If you still have questions on how to add or edit line items on an invoice after reading through this documentation, please contact our support team.
When establishing an invoice for your client, you can always check to see whether or not the client has any appointments on their client record that have been included on an invoice.
While TimeTap automatically creates invoices for clients when they book an appointment for any service or class that has a price or deposit amount listed, you may have edited these invoices and removed those appointments from them or you may have created an appointment from TimeTap's back office for the client and not created an invoice for it yet.
To do this, go to the "Add Line Item" dropdown beneath your invoice's line items and choose the option to "Add Appointment":
On the window that appears, you'll see all appointments that have not been included on any invoices yet. Check off any appointments you want to include and click the "Add Appointments" button:
The appointment will then appear on your invoice with whatever price that was set for the service or class as the "Rate" for the line item and a quantity of 1:
If you indicated on the profile for the service or class that any appointments made for that appointment type were taxable, you would see the taxable box checked as well. In this example, the 1 Hour massage service is not taxable and thus there is no tax amount reflected.
Now if I try to add appointments using the Add Line Item dropdown, I will not be able to as all the appointments for that client have been included on an invoice:
A few things you'll notice about appointment line items on invoices:
They have the appointment Id next to them: This differentiates them from just line item charges or credits that may be on the invoice
The description gets set automatically: The description gets generated based on what you have setup in your Payment Settings
They have a "Delete" button next to them: Charges and Credits have a "Remove" button next to them on invoices. This is because if you remove a line item charge from an invoice it will get put back on the Client's uninvoiced charges table. If you have an appointment on an invoice, you would want to delete it from the invoice so that it can later be found under the uninvoiced appointments window. This does not delete the appointment, it just deletes the line item from the invoice and does not add it back to the client's uninvoiced charges since it isn't a charge, it is an appointment.
Note: if you are looking to actually delete an appointment so it doesn't show up on your account anymore, we have documentation on that here.
You can also include charges from purchases the client may have made in office or fees they acquired from doing business with you.
If you click on the "Add Line Item" dropdown beneath your list of line items on an invoice, you'll see the option to "Add Charge":
Clicking on this option will bring up a small window where you can elect to either add uninvoiced charges form the client's profile or add a new charge:
Option 1: Looking at the Existing Charges option, you'll see any charges that are on the client's profile currently and have not been included on an invoice. You can select these charges using the checkbox on the left hand side and click the "Add Charges" button to include that charge on your invoice:
Option 2: You can also toggle to the "Add New Charge" side of the window and type in a new charge to include on this invoice. This requires that you fill in a description, cost, and a quantity. Optionally, you can select whether this charge is taxable and if there is any discount amount that should be applied to it. Once you have at least the required fields filled in, you can click the "Add Charges" button at the bottom:
Once the new charges are added to your invoice, you'll see your invoice line items list grow as well as the invoice total amount:
Now that at least one of the items on the invoice is taxable, you will see a tax amount show up at the bottom of the invoice. This is based on the tax rate I have set for my business under my Payment Settings. For this business shown on these screenshots, the tax rate is set to 7.5%. 7.5% of $50.00 (which represents the one taxable item on the invoice the gift cards) is $3.75.
You'll notice that Charges look a little different than credits and appointments:
Charges can be removed from an invoice but must be deleted from a client's profile. The client's profile is where any uninvoiced charges are stored. Thus the process of getting line items off an invoice is different if you are dealing with a charge or a credit than if you're dealing with an appointment. Charges and Credits should still be accessible if they are taken off the invoice thus we just remove them and return them to the client's uninvoiced charges table. Appointments are not stored the same way, thus you delete them from the invoice and you can either create an invoice from the appointment's detail page or find it under your uninvoiced appointments table.
Charges are a positive value for your business so they show up in black. Negative values for you business (which include credits or flat rate discounts) display in red.
There is no linked appointment id next to the description: Since charges and credits are not appointments, they do not have an appointment id. Thus no id is shown next to them when they are added to an invoice.